Introducing cameras into a fleet is often seen as a sensitive step. Many companies worry that drivers will feel monitored, judged, or controlled. In practice, the problems rarely come from the technology itself. They come from how it is introduced.

This article outlines a practical, privacy‑first approach to rolling out fleet cameras – one that supports safety and efficiency without damaging internal relationships.

When using fleet cameras:

• As the company that uses fleet cameras, you act as the data controller, deciding why and how monitoring takes place.

• Your drivers are the data subjects.

• Mapon is the data processor, providing the technical solution and processing data on your behalf.

This distinction helps clarify who is responsible for which decisions.

Companies usually rely on their legitimate interest as the legal basis for using cameras.

This basis requires a documented balancing of interests – the company’s need for safety and operational needs versus the driver’s expectation of privacy.

So the first thing you will need to do, is to identify your lawful basis for processing.

Most customers rely on legitimate interest under Art. 6(1)(f) GDPR. If you do the same, use guidance from your local data protection authority and/or GDPR Data Protection Impact Assessment to evaluate the need for camera use.

To support the process, you can also request a copy of Mapon’s data processing and security overview from your Sales Manager.

• The purpose of monitoring.

• Why the purpose cannot be achieved in a less intrusive way.

• What data you will collect and for how long.

• How drivers’ rights will be protected.

A short example scenario:

• Purpose: investigating incidents.

• Necessity: outward‑facing cameras provide relevant facts.

• Safeguards: no audio, limited retention, restricted access.

This shows how monitoring supports safety without unnecessary intrusion. Such legitimate interest would usually be in line with the requirements of the data protection laws and regulations, that recognise certain monitoring activities as legitimate in case needed to protect organisation's assets, personnel security and public safety.

A data protection impact assessment  (DPIA) is a privacy risk assessment, required if the data processing activity can be considered as high-risk (for example, continuous monitoring or employee monitoring), whereas a legitimate interest assessment (LIA) is necessary in any case where the legal basis for a processing activity is legitimate interest. These documents can complement each other.

A DPIA usually covers:

• description of the monitoring activity,

• assessment of necessity and proportionality,

• identification of possible risks,

• measures that reduce or prevent these risks.

If your company uses video, location data or driver‑related alerts, a DPIA is often recommended.

If your company operates across multiple countries, review local privacy regulations. Some countries (e.g., Germany, France) may impose additional requirements or consultation duties with employee representatives.

Before installing or activating cameras, define why they’re needed. Common reasons include:

• investigating accidents or near‑misses,

• improving safety in complex environments,

• protecting valuable equipment,

• reviewing specific incidents reported by customers.

Clarity at this stage helps determine which cameras to use, what data to collect, and how long to store it. By default, saved video events are stored on the Mapon platform for the period set by the client.

A responsible configuration reduces concerns from the start.

Choose outward‑facing cameras when possible. These help with incident analysis without filming the driver. Use driver‑facing cameras only when they match the purpose, and the company has clearly communicated why they are needed.

Recording sound usually isn’t required for safety or incident analysis. Many companies disable it entirely to avoid concerns.

Store footage only for as long as it is needed for the defined purpose. Explain to employees that while Mapon cameras allow live viewing, the platform only saves specific event recordings – situations flagged as risky driving behaviour or incidents.

Explain:

• the purpose of the cameras

• the types of data recorded

• how long the data is kept

• who has access to it

• where to direct questions.

Share this information with the drivers and other employees before activating the cameras.

Place a simple sticker indicating that video recording is active. This ensures everyone is informed. Your Mapon Sales Manager will give you templates for printing.

Drivers worry less about cameras and more about who can view the footage.

Define:

• which roles within the company have access to video records

• when footage may be reviewed

• how access is logged

Restricting access to a small, trained group and explaining this upfront provides reassurance for drivers.

Most concerns arise from uncertainty. Address these questions before rollout:

• Does anyone watch the footage live?

• Are conversations recorded?

• How long is the video stored?

• Can footage be used for unrelated tasks?

• Who exactly can access the videos?

Clear, honest answers are often more effective than lengthy technical explanations.

Camera systems work best when they assist drivers, rather than monitoring them by default.

Examples include:

• resolving customer disputes quickly

• reviewing unclear incidents without blame

• training new employees using short, relevant clips

• identifying risky areas in routes.

Many companies find that once drivers see these benefits, they are more open to the implementation of fleet cameras. Some even request footage reviews themselves when they need clarification. This is exactly what happens at Keskkonnahooldus Eesti, one of our clients in Estonia:

“Now drivers are so used to the cameras that they even ask managers themselves to “check the cameras” if they have any questions,” – says the representative of Keskkonnahooldus.

If you decide to add new features to your video monitoring system, for example, activate ADAS/DMS functionality, you should review the purpose, scope, and retention rules. Regular checks help ensure the system remains aligned with internal expectations and adheres to good privacy practices.

1. State the purpose clearly. Drivers should know why cameras are used and what benefit the system provides.

2. Record only what is necessary. Use the smallest amount of data that supports the defined purpose.

3. Explain what is stored and who can access it. Drivers should understand that event clips, not full recordings, are saved.

4. Document the legal basis and risk assessments. Keep your LIA, DPIA (if needed), and retention rules in one place.

5. Check country-specific requirements. Some regions have additional obligations for workplace monitoring.

6. Review settings regularly. Confirm that camera configuration, retention, and access rules still match real needs.

Trust comes from clarity: why cameras are used, what data they record, how long it’s stored, and who can access it.

While it’s your role to act as a responsible data controller, Mapon is here to help you choose the right camera system for your fleet. Get in touch and we’ll be happy to guide you!

If you have privacy-related questions, contact our Data Protection Officer at [email protected]

These recommendations should not be regarded as legal advice. We encourage you to review the obligations that apply to your role as a data controller and consult a data protection specialist to ensure compliance with applicable laws and regulations.